Title VI Program. Mid-America Regional Council Transportation Department

Transcription

1 Title VI Program 2013 Transportation Department

2 2 Title VI Program 2013

3 Table of Contents Introduction... 5 Members... 5 Boards and Committees... 6 Policy Statement and Authorities... 7 Organization... 7 General responsibilities... 8 Responsibilities of the Title VI Coordinator... 9 Responsibilities of other Staff Members... 9 Program Area Responsibilities... 9 Program Area 1: Communication and Public Involvement... 9 Program Area 2: Planning and Programming...12 Program Area 3: Environmental Justice...14 Program Area 4: Consultant Contracts...15 Program Area 5: Education and Training...16 Program Area 6: Ensuring Nondiscrimination of Federal Pass-through and Subrecipient Monitoring...17 Appendices 1. MARC Title VI Assurances Title VI Complaint Procedures Title VI Complaint Form Public Participation Plan Notice to the Public Interpreters and Translation Service Providers Data collection and Reporting Requirements Environmental Justice Analysis

4 It has been the Federal Highway Administration s (FHWA s) and the Federal Transit Administration s (FTA s) longstanding policy to actively ensure nondiscrimination under Title VI of the 1964 Civil Rights Act ( in federally funded activities. Under Title VI and related statutes, each federal agency is required to ensure that no person is excluded from participation in, denied the benefit of, or subjected to discrimination under any program or activity receiving Federal financial assistance on the basis of race, color, sex, or national origin. The Civil Rights Restoration Act of 1987 ( ejustice/facts/restoration_act.htm) clarified the intent of Title VI to include all program and activities of federal-aid recipients, subrecipients and contractors whether those programs and activities are federally funded or not. United States Department of Transportation 4 Title VI Program 2013

5 I. Introduction The (MARC) is an association of city and county governments for the bistate Kansas City region. MARC also serves as the federally designated Metropolitan Planning Organization (MPO) for the region and is responsible for ensuring that transportation programs using federal funds in the Kansas City region are based on a continuing, comprehensive and coordinated planning process. MARC seeks to build a stronger regional community through cooperation, leadership and planning. Through MARC s leadership, area jurisdictions and diverse community interests sit down together to address regional problems and identify opportunities for cooperative solutions. These efforts enhance the effectiveness of local government. As a voluntary association, MARC strives to foster better understanding and cooperation on issues that extend beyond the jurisdiction of a single city, county or state. These issues include transportation, child care, aging, emergency services, environmental issues and a host of others. MARC plays an active leadership role in strengthening the metropolitan community by providing: MARC serves as the MPO for the bistate Kansas City region. Its current planning jurisdiction consists of eight counties (Cass, Clay, Jackson and Platte counties in Mo., and Johnson, Leavenworth, Miami and Wyandotte counties in Kan.), home to a population of approximately 1.92 million people. a forum for addressing regional objectives and diverse community issues; long-range planning and public policy coordination; and technical assistance and services to enhance the effectiveness of local government. II. Members MARC serves the nine-county Kansas City region, which includes 119 city governments. As bistate MPO, MARC s transportation-planning boundaries include the following nine counties: In Missouri: - Cass - Clay - Jackson - Platte - Ray In Kansas: - Johnson - Leavenworth - Wyandotte - Miami MARC s Board of Directors consists of 33 locally elected leaders representing nine counties. More information about MARC s board members can be found at 5

6 In addition to the above geographic jurisdictions, MARC also works closely with the following groups and organizations: Transit operators: - Kansas City Area Regional Transportation Authority (KCATA) - Johnson County Transit (The JO) - Unified Government Transit (UGT) State departments of transportation: - Missouri Department of Transportation (MoDOT) - Kansas Department of Transportation (KDOT) Federal Transit Administration (FTA) Federal Highway Administration (FHWA) Some benefits of working with the MPO include: a voice in key regional decisions, distribution of federal transportation dollars, technical assistance to obtain federal and state funding, education and training opportunities, data to meet special planning needs, access to Geographic Information Systems (GIS) databases, access to data products, and technical expertise. III. Boards and Committees MARC is governed by a board of directors consisting of 33 locally elected leaders from the nine member counties and the six largest cities in the region, as well as representatives from other cities in the area. The six largest cities are Kansas City, Mo., Kansas City, Kan., Overland Park, Kan., Independence, Mo., Lee s Summit, Mo., and Olathe, Kan. The board oversees a variety of committees with topics ranging from transportation and environment to aging, early learning, emergency services and public safety, and research services. MARC s Total Transportation Policy Committee (TTPC) serves as the local decision-making and policydevelopment body for multimodal transportation in the region. TTPC is overseen by the MARC Board of Directors, and is the parent committee to a variety of other transportation planning and programming committees, as shown in Figure 1.1. Figure 1.1 MARC Transportation/Air Quality Committee Structure Leadership MARC Board of Directors Policy Making Total Transportation Policy Committee Air Quality Forum Transportation Legislative Advisory Council Aviation Active Transportation Bicycle/ Pedestrian Destination: Safe Coalition Kansas Surface Transportation Program Planning Goods Movement Programming Missouri Surface Transportation Program Highway Transit Coordinating Council Special Transportation Job Access Partnership The programming and modal committees housed at MARC comprise representatives from a variety of backgrounds and interests, including engineering and planning professionals, bicycle and pedestrian advocacy groups, business interests and locally elected officials, interested citizens, and others. The range of professions and interests represented contributes to the balance under which MARC planning activities occur. 6 Title VI Program 2013

7 IV. Policy Statement and Authorities The (MARC) assures that no person shall, on the grounds of race, color, sex or national origin, as provided by Title VI of the Civil Rights Act of 1964 and the Civil Rights Restoration Act of 1987 (PL ), be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity. MARC further assures that every effort will be made to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are federally funded or not. In the event MARC distributes federal aid funds to another governmental entity, MARC will include Title VI language in all written agreements and will monitor for compliance. MARC s Title VI Coordinator is responsible for initiating and monitoring Title VI activities, preparing required reports, and other MARC responsibilities as required by Title 23 Code of Federal Regulations (CFR) Part 200, and Title 49 CFR Part 21. David Warm, Executive Director Dec. 4, 2013 Date Title VI of the 1964 Civil Rights Act provides that no person in the United States shall, on the grounds of race, color, sex or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal financial assistance (refer to 23 CFR and 49 CFR 21). The Civil Rights Restoration Act of 1987 broadened the scope of Title VI coverage by expanding the definition of the terms programs or activities to include all programs or activities of federal aid recipients, subrecipients and contractors, whether such programs and activities are federally assisted or not (Public Law [S. 557] March 22, 1988). Additional Authorities and Citations Include: Title VI of the Civil Rights Act of 1964, 42 USC 2000d to ; 42 USC 4601 to 4655; 23 United States Code 109(h); 23 United States Code 324; Department of Transportation Order ; Executive Order 12250; Executive Order 12898; 28 CFR 50. V. Organization MARC s executive director is responsible for ensuring implementation of the agency s Title VI program. The Title VI Coordinator, under supervision of the executive director, is responsible for coordinating the overall administration of the Title VI program, plan and assurances (See Appendix 1). Five areas of MARC s work program have been identified as applicable to Title VI regulations: Five Title VI Program areas 1. Communications and public involvement. 2. Planning and programming. 3. Environmental affairs. 4. Consultant contracts. 5. Education and training. The agency s Title VI-related responsibilities fall into two main categories: general responsibilities, applicable to all five Title VI Program Areas, and program area responsibilities that are specific to each Title VI program area. It is important to note that the first three Title VI Program areas noted are interrelated; they have been treated separately for purposes of clarity and correspond with the agency sorganization. For example, the communications and public involvement program area applies to and affects the agency work program as a whole, particularly agency efforts and responsibilities related to planning, programming and environmental affairs. MARC s Title VI Coordinator is generally responsible for overseeing Title VI compliance in each of the program areas. Other staff members are expected to provide information and support to assist the Title VI Coordinator to perform his or her tasks. 7

8 VI. General Responsibilities We have listed general Title VI responsibilities of the agency applicable to all five Title VI program areas. The Title VI Coordinator, with involvement and assistance from other staff members, is responsible for ensuring these elements of the plan are appropriately implemented and maintained. 1. Data Collection. Statistical data on race, color, national origin, income level, language spoken and sex of participants in, and beneficiaries of, federally funded programs is to be gathered and maintained as described in the Program Area Responsibilities section of this document. The data-gathering process will be reviewed regularly to ensure sufficiency of the data in meeting the requirements of the Title VI Program. 2. Annual Report and Update. An Annual Report and Update will be submitted by the end of October each year, to MoDOT s and KDOT s offices of Civil Rights, the Federal Highway Administration (FHWA) and the Federal Transit Administration (FTA). The Title VI Coordinator is responsible for gathering information from appropriate staff members and consolidating this information into the final document. The final document is to include: a. A report on the previous year s Title VI-related activities and efforts, including accomplishments and program changes. b. An update on Title VI-related goals and objectives for the upcoming year. 3. Annual Review of Title VI Program. Each year, in preparing for the Annual Report and Update, the Title VI Coordinator will review the agency s Title VI program to assure compliance with Title VI. In addition, he or she will review agency operational guidelines and publications, including those for contractors, to ensure that Title VI language and provisions are incorporated, as appropriate. 4. Dissemination of Information Related to the Title VI Program. Information on the agency s Title VI program will be disseminated to agency employees, contractors, and beneficiaries, as well as to the public, as described in the Program Area Responsibilities section of this document, and in other languages when needed. 5. Resolution of Complaints. Any individual may exercise his or her right to file a complaint with MARC, if that person believes that he or she, or any other program beneficiaries, have been subjected to unequal treatment or discrimination, in his or her receipt of benefits/services or on the grounds of race, color, sex or national origin. MARC will make a concerted effort to resolve complaints as put forth in its Title VI Complaint Procedure, found in Appendix Procedures Manual. A procedural manual for the agency s Title VI Program, incorporating the day-to-day processes necessary to maintain the program, will be developed by MARC and updated regularly to incorporate changes and additional responsibilities. Title VI responsiblities include: Collection of data and statistical information. Creating an annual reports to be submitted to KDOT, MoDOT, FHWA and FTA. Annual Review of the Title VI program. Circulation of Title VI information. Resolve Title VI complaints. Create/update a procedural manual regarding Title VI program. VII. Responsibilities of the Title VI Coordinator The Title VI Coordinator is responsible for supervising staff activities pertaining to Title VI regulations and procedures set forth in federal guidance and according to MARC s Title VI Procedures Manual. In support of this, the Title VI Coordinator will: Identify, investigate and work to eliminate discrimination, when identified or found to exist. Process Title VI complaints received by MARC, as described in Appendix 2. 8 Title VI Program 2013

9 Meet with appropriate staff members to monitor and discuss progress, implementation and compliance issues related to MARC s Title VI program. Review periodically the agency s Title VI program to assess effectiveness of administrative procedures, appropriate staffing needs and resources are adequate to ensure compliance. Work with staff involved with consultant contracts and subrecipients to resolve any deficiency status concerns found, and write a remedial action if necessary, as described in the Consultant Contracts section of this plan. Review important Title VI-related issues with the executive director, as needed. Assess communications and public involvement strategies to ensure adequate participation of impacted Title VI-protected groups and address additional language needs when needed. VIII. Responsibilities of Other Staff Members Other staff members, under supervision of the Title VI Coordinator, will at times be asked to accept or share responsibility for day-today administration of the Title VI program, including implementation of the plan and Title VI compliance, program monitoring, reporting, and education within an applicable program area, as described in the Program Area Responsibilities section of this document. In addition, some staff may be asked to accept responsibility for drafting text for an assigned section of the Annual Title VI Report and Update, and to maintain the data and documentation necessary for that report. These responsibilities may include reviewing guidelines and procedures for the assigned Title VI program area, and incorporating Title VI-related language and provisions into agency documents, as appropriate. Staff members other than the Title VI coordinator, may be at times asked to assist with day-today administration of the program, implementation, program monitoring, reporting and educational tasks. See topic IX for a comprehensive list of program area responsibilities. IX. Program Area Responsibilities A. Program Area 1: Communications and Public Involvement The Communications and Public Involvement program area applies to and affects the agency work program as a whole, particularly efforts and responsibilities related to the Planning and Programming and Environmental Affairs program areas. It has been treated as a separate program area for purposes of clarity, and corresponding to agency organization. See Appendix 4 for MARC s adopted Public Participation Plan. As stated in the agency s Public Participation Plan: MARC s goal is to have significant and ongoing public involvement in the transportation planning process. MARC also seeks to empower the public to voice their ideas and values regarding transportation issues. MARC strives to ensure early and continuous public involvement in all major actions and decisions. MARC s Public Participation Plan provides the outline of procedures for ensuring open and effective communication with citizens in the Kansas City region. 9

10 Principles of MARC s Public Participation Plan: Equal access is an essential part of the public involvement process. Public notification is a priority of the metropolitan planning organization. It is the responsibility of the agency to offer access to information and provide timely public notice, as well as to educate the public about the planning process. i. Elements of MARC s Public Participation Plan: Meetings: MARC s committee structure provides an opportunity for local governments and citizens to interact, in order to address transportation and air quality issues. The committees allow those who work in the field and those with interests in transportation to meet on a regular basis to discuss issues, share information and coordinate planning activities. MARC complies with Chapter 610 of the Revised Statutes of Missouri, as amended, known as the Sunshine Law as it pertains to open records and open meetings and encourages any interested citizen to attend open meetings. Website: MARC maintains an extensive website, This site includes information about the agency s responsibilities, programs, publications and press releases; contact information for all staff; a search function; the Title VI Plan, complaint procedures and complaint form; and provides the ability for the public to make comments on MARC s programs and policies. Publications: MARC publishes a number of newsletters including ReMARC in addition to other publications such as reports and maps, about other MARC programs and projects. The Citizen s Guide to Transportation Decision Making, was designed to help area residents understand the complex process of transportation decision making and learn how more effectively provide input. These materials are available on the MARC website or by directly contacting MARC staff. Most publications, including the agency newsletters, are provided free of charge, though a minor fee may be charged for some publications, when appropriate, to recover reproduction costs. Transportation Matters blog (transportation@marcblogs.org) is produced by MARC s Transportation Department and provides information about major transportation plans and projects, upcoming meetings and public comment opportunities, activities, possible decisions and actions, and research. Readers can choose to subscribe to the blog and receive new posts through . Subscriptions can be customized so that only posts relevant to the readers interests (i.e. transit) will be sent by . Social media: MARC has several social media feeds that are used to provide important information about events, projects, and public comment opportunities. While MARC primarily uses these tools for communicating information to the public, the public can communicate back to MARC with comments or questions. Press releases: Press releases are routinely sent to news media in the nine-county region, when press coverage of specific events or decisions is warranted. Opportunities for public comment: MARC routinely provides opportunities for public comment and continues to work and find new and innovative ways to solicit public comments and involve all segments of the population in the Kansas City metropolitan region. Comments are accepted by phone, social media, fax, , U.S. mail, and in person at any open meeting. See the Opportunities for Public Comments section for more information. Staff is accessible: The MARC staff is accessible in person, by phone, by mail, by fax, by , or by online comment forms. Contact information for all staff members is provided on MARC s website. Events: Events such as workshops, webinars, open houses and forums are held on an as-needed basis. These events are open to the public. 10 Title VI Program 2013

11 ii. Opportunities for Public Comments MARC routinely offers different ways for people to comment on transportation activities, programs and decisions made at the agency. Comments are accepted at any time: Comments are accepted via an online comment form, by phone, fax, , U.S. mail, and in person at any board or committee meeting. Contact information for all staff is provided on the agency website; all publications produced by MARC include contact information. MARC makes every effort to respond to all comments received. Citizen comments are requested at agency meetings: All MARC board and committee meetings are open to the public. Meeting dates are posted in advance on the agency s website and online calendar. Public comments and responses made during these meetings are kept on record in the official meeting summaries. All committees maintain mailing lists; anyone can request to be added to committee mailing lists. MARC s public participation goals: Inform and educate the public. Reach out and build connections. Public engagement and inclusion. Use input to shape policies, plans and programs. Evaluate public participation strategies. Formal public comment periods for major activities: Formal public comment and review periods are used to solicit comments on major planning and programming activities, such as proposed funding distributions, changes or amendments to the Transportation Improvement Program (TIP), changes to MARC policies (such as the Public Participation Plan), and updates to Transportation Outlook 2040, MARC s metropolitan transportation plan. Generally, information may be reviewed by one or more of MARC s committees and before being passed along to the parent committee (such as the Total Transportation Policy Committee or Air Quality Forum) for recommendation to release for a formal public review and comment period. The comment period is announced on the Transportation Matters blog, MARC s website, other agency publications, and in various local advertisements. Comments can be made in person, on the agency s website (using an online comment form), by , by U.S. postal mail, fax, or telephone. MARC will make every effort to respond to any comments received, and will forward comments to other agencies when appropriate. Comments received and staff responses will be reviewed at the next applicable committee meeting(s), at which time the committee(s) will determine whether it is appropriate to proceed with the recommended action. iii. Strategies for Engaging Title VI Protected Groups MARC realizes that there are large segments of the population rarely submit input. In an effort encourage a truly representative voice of the public, MARC will take the approach of going to the public, in addition to receiving comments from and educating those parties already interested and involved. As part of this effort, MARC will take the following steps: Plan meeting locations carefully: Public meetings should be held in locations that are accessible by public transit. Also, facilities should be compliant with the Americans with Disabilities Act. If a targeted population is located in a certain geographic area, the meeting location should be in that area for their convenience. Seek help from community leaders and organizations: To facilitate involvement of traditionally underserved populations, community leaders and organizations representing these groups should be consulted regarding how to most effectively reach their members. Relationships with these groups and organizations should be maintained for future planning process efforts. Use alternative news organizations: In addition to mainstream media organizations, advertisements and news releases announcing public participation opportunities should be targeted to media intended to reache minority and ethnic populations. Provide services for the disabled: Upon advance notice, deaf interpreters, translators and Braille documents can be provided for public meetings. Notifications of opportunities for public involvement will include contact information for people needing these or other special accommodations. 11

12 Be sensitive to diverse audiences: At public meetings, MARC staff should attempt to communicate as effectively as possible. Technical jargon should be avoided, and appropriate dress and conduct are important. For some meetings, it may be best to use trained facilitators or language translators to better communicate with the audience. iv. Strategies for Engaging Individuals with Limited English Proficiency According to Census 2010 data, approximately 9 percent of persons in the nine MARC counties speak a language other than English at home, with Spanish, Indo-European and Asian/Pacific being the most used non-english languages. Only Spanish (at 6 percent) was in use at home by more than 1 percent of Kansas City area residents. MARC will endeavor to ensure that public notices and advertisements are advertised in Spanish in minority newspapers, and will maintain a list of staff members who speak a language other than English to provide points of contact for persons needing information. In addition, MARC will regularly update its list of qualified interpreters and businesses that can provide translation services in the event that translation is needed (Appendix 6). v. Title VI Responsibilities Staff involved in public participation is responsible for evaluating and monitoring compliance with Title VI requirements in all aspects of the agency s public involvement process. Staff members will: Ensure that all communications and public participation efforts comply with Title VI. Develop and distribute information on Title VI and agency programs to the general public. Provide information in languages other than English, as needed. Disseminate information to minority media and ethnic- and gender-related organizations, to help ensure all social, economic and ethnic interest groups in the region are represented in the planning process. Include the Title VI Notices to the Public full or abbreviated versions (see Appendix 5) in committee meeting agendas, in relevant press releases and advertisements and on the agency website. Notify affected, protected groups of public hearings regarding proposed actions and make hearings accessible to all residents. This includes the use of interpreters when requested, or when a strong need has been identified. Collect statistical information on attendees of public meetings to track the representation of different segments of the population. Encourage MARC s committee structure to include representation from Title VI-relevant populations. B. Program Area 2: Planning and Programming MARC is responsible for developing long- and short-range transportation plans to provide efficient transportation services to the Kansas City metropolitan area. A comprehensive transportation-planning process is used, which entails the monitoring and collecting data related to transportation issues. MARC coordinates with KDOT, MoDOT, cities, counties and area transit agencies; seeks public involvement; and provides technical support when needed. Refer to Program Area I: Communications and Public Involvement for a description of how interaction with the public is handled in regards to this program area and the agency in general. Operational Guidelines Primary guidance is provided by: The Metropolitan Planning Organization (MPO) regulations 23 CFR 450. MAP-21, the Moving Ahead for Progress in the 21st Century Act (P.L ). State and federal Clean Air acts and amendments. 12 Title VI Program 2013

13 i. Key Planning and Programming Activities As the designated MPO for the Kansas City region, MARC receives federal funds to develop regional transportation plans and programs and coordinate technical and policy studies on a wide range of transportation and other programs. The primary products of the transportation planning process include: Transportation Outlook 2040, the region s Metropolitan Transportation Plan (MTP). Transportation Improvement Program (TIP). Congestion Management Process (CMP). Public Participation Plan (PPP). Regional Intelligent Transportation System architecture (ITS). Unified Planning Work Program (UPWP). Disadvantaged Business Enterprise Program (DBE). The agency also provides forecasts of population, housing, economic and transportation trends that form the basis for addressing current needs, and identifying and preparing for future needs. ii. Considerations of Title VI and Needs of Underserved Population Considerations of Title VI legislation are made throughout MARC s planning and programming activities. The MARC planning and programming process insures the identification and evaluation underserved populations needs, for example: Data collection: Part of the agency s work program involves collecting, analyzing and reporting on data for the Kansas City metropolitan region. This task includes information on population, housing, employment, poverty, income, wages, transportation, traffic and growth. Member agencies and other groups use this data for activities such as planning and fund distribution. MARC s Research Services department collects data regularly and publishes information online at Metro Dataline, Information is collected from a variety of sources, including the U.S. Census Bureau; sources are noted on each data set. Information published on Metro Dataline is free and available to the public. MARC will comply with all data collection and reporting requirements as outlined in Appendix 7. Transportation Outlook 2040: The development of MARC s MTP (Metropolitan Transportation Plan) includes an Environmental Justice (EJ) analysis to ensure that the burdens and benefits of planned transportation activities are distributed equitably across racial and socioeconomic groups. MARC staff reviews the impacts that plans, programs and projects may have on low-income and minority residents and communities in such areas as transportation investments, project effects on residents travel times, and access to transit. Transportation Improvement Program: The region s five-year TIP includes an Environment Justice (EJ) analysis that reviews the impacts of planned transportation investments on disadvantaged populations and communities, similar to that in the MTP, Transportation Outlook iii. Title VI Responsibilities Staff members are responsible for evaluating and monitoring compliance with Title VI requirements in all aspects of the agency s planning and programming processes. These staff members will: Ensure that all aspects of the planning and programming process operation comply with Title VI. Prepare and update a demographic profile of the region using the most current and accurate information available on race, income, or other appropriate criteria. Make documents available to the public and member agencies on MARC s website or in hard-copy format, if requested. Develop a process for assessing the effects of transportation investment distributions in the region in planning and programming. Continue to ensure that staff makes concerted efforts to involve members of all social, economic and ethnic groups in the planning processes. 13

14 C. Program Area 3: Environmental Justice by Executive Order (EJ) The concept of environmental justice includes the identification and assessment of disproportionately high and adverse effects of programs, policies or activities on minority and low-income population groups. Within the context of regional transportation planning, environmental justice considers the relative distribution of costs and benefits from transportation investment strategies and policies among different segments of society (Table 1 Kansas City region demographics). MARC strives to incorporate fairness and equity into the regional transportation process. MARC assesses the impacts of all major surface transportation projects planned that receive federal funding across the Kansas City region. These projects are included in the Transportation Improvement Program (TIP) and the Metropolitan Transportation Plan (MTP). MARC analyzes where federal investments are distributed around the region and how the implementation of these projects impact EJ populations over time (Appendix 8). MARC s goal is to have adequate public involvement from minority and low-income populations in the transportation planning process, and to help ensure these populations are receiving a proportionate share of federal transportation investment benefits. Table 1: Kansas City region Demographics within MARC MPO Region Minority Populations Total Percentage Black or African American 244, % American Indian and Alaska Native 8, % Asian 44, % Native Hawaiian and Pacific Islander 2, % Some Other Ethnicity 49, % Two or More Ethnicity 49, % Hispanic or Latino* 150, % White Hispanic or Latino 81, % Non-White Hispanic or Latino 68, % Minority Population 480, % Total Population 1,968, % Households Total Percentage Low-Income Households 76, % All Other Households 657, % Total Households 733, % (U.S. Census Bureau s American Community Survey (ACS) 5-Year Estimates) MARC examines projects and transportation investments funded through federal programs. MARC calculates investments per capita the distribution of funds in identified environmental justice areas vs. non-environmental justice areas. This examination compares previous federal transportation funding rounds to determine the level of equity programmed in environmental justice areas. A spatial analysis is created to represent proposed transportation projects in relation to minority populations and low-income households. MARC visually and geographically assesses whether EJ populations are receiving disproportionately high and adverse impacts as a result of federal transportation investments. The spatial analysis displays the geographic distribution of transportation investments through a series of maps to help visualize the analysis. Maps are presented throughout the 14 Title VI Program 2013

15 TIP and MTP documents. To involve and promote participation from all communities, MARC maintains an EJ spatial spacial on its transportation webpage. Operational Guidelines Executive Order on environmental justice, and federal and state administrative guidelines for implementing environmental justice requirements. i. Title VI Responsibilities Staff members are responsible for evaluating and monitoring environmental justice compliance with Title VI. Staff members will: Ensure Title VI environmental justice compliance. Analyze and make findings regarding the population affected by the action. Analyze and make findings about the impacts of planned projects on protected Title VI groups; and determine if there will be a disproportionately high and adverse impact on these groups over time. Disseminate information to the public on the processes used and findings of any analysis, in accordance with all agency public involvement procedures. This includes dissemination to groups representing minority media and ethnic/gender related organizations, and the use of public comment periods and public hearings, interpreters, and materials in other languages, as needed. D. Program Area 4: Consultant Contracts MARC is responsible for selection, negotiation and administration of its consultant contracts. MARC operates under its internal contract procedures and all relevant federal and state laws. Operational Guidelines: MARC s Disadvantaged Business Enterprise Program. Title 48, Chapter 1, Part 31 Contract Cost Principles and Procedures. Title 23, CFR 172 Administration of Engineering and Design-Related Service Contracts. i. Contract Procedures MARC s contract procedures are outlined in the Purchasing Policy. MARC verifies Title VI compliance by consultants (subrecipients of federal funds) in the contracting process. By signing, the contractor agrees to the contract terms and verifies compliance. In addition, Title VI text is included in all MARC requests for proposals and contracts. ii. Disadvantaged Business Enterprise (DBE) Program MARC maintains a DBE program that is updated as needed, and corresponding DBE participation goals are updated every three years starting in MARC reports on DBE participation to FTA and FHWA annually. At the end of three fiscal years, actual DBE participation is evaluated in comparison to established goals. Efforts should be made to create a level playing field for DBE and non-dbe contractors to participate in federally funded projects. Operational Guidelines: Title 49 CFR 26 - Participation by Disadvantage Business Enterprises in Department of Transportation Financial Assistance Programs MARC s Disadvantaged Business Enterprise Program 15

16 iii. Title VI Responsibilities Title VI responsibilities associated with consultant contracts include the following: Ensure inclusion of Title VI language in contracts and requests for proposals. Review consultants for Title VI compliance as described below: - Ensure that all consultants verify compliance with Title VI procedures and requirements. - If a recipient or subrecipient is found to be noncompliant with Title VI, the Title VI Coordinator and relevant staff will work with the recipient or subrecipient to resolve the deficiency and will write a remedial action, if necessary. Maintain the DBE program as described below: - Monitor, update, and maintain the agency s DBE program. - Submit annual reports on DBE participation to FTA and FHWA. - Establish and adjust DBE participation goals, as appropriate. - Annually review and evaluate DBE participation in relation to DBE goals, and continue efforts to create a level playing field for DBE and non-dbe consultants to participate in federally funded projects. E. Program Area 5: Education and Training Title VI and federal and state antidiscrimination laws provide equal opportunity and fair treatment in all employment-related decisions for minorities, women, veterans, individuals with a disability, and other individuals, including educational and training opportunities. Operational Guidelines MARC Affirmative Action Program i. Employees Encouraged to Participate in Training All MARC employees are encouraged to participate in professional development and training. Training and education opportunities are made available to all employees, which includes all information on federally funded training, such as courses provided by the National Highway Institute (NHI) and National Transit Institute (NTI). ii. Title VI Program Responsibilities Under the category of education and training, Title VI responsibilities include: Assistance distributing information to MARC staff regarding Title VI training programs and related statutes. Equal access toand participation in applicable NHI and NTI courses for qualified MARC employees. Track staff participation in Title VI, NHI and NTI courses. Establish, maintain, and update a Title VI procedures manual containing general information about the administration of MARC s Title VI program, as well as related documents (such as a complaint form). 16 Title VI Program 2013

17 F. Program Area 6: Ensuring Nondiscrimination of Federal Pass-Through and Subrecipient monitoring i. Nondiscrimination Pass-Through of FTA Financial Assistance Over the past few years, the Kansas City Area Transportation Agency (KCATA) has been the recipient of 5316 Job Access and Reverse Commute (JARC) and 5317 New Freedom Program funding. Under the most recent legislation, MAP-21, program 5310 transportation for older adults and persons with disabilities, the KCATA is the primary recipient. An area-wide solicitation of applications for grants under this programs is conducted in cooperation with MARC. MARC uses goals and objectives in the region s Coordinated Public Transit Human Services Transportation Plan (Transportation Outlook 2040: Public Transit and Human Services Transportation) to facilitate and ensure nondiscriminatory pass-through of FTA financial assistance. A. Project Selection Criteria and Method for Distributing FTA Funds Section: Subsequent to FTA program allocation notification program, announcements are placed in all major Kansas City regional newspapers, in direct mailing items, and on the MARC website. Formal applications are distributed by direct download from the website;direct mail and applications are available upon request. Upon formal application submission, MARC staff reviews, screens, and ranks the applications. The Special Transportation Committee ranks the formal applications based on need. Committee rankings combined with the amount of available federal funding determine how many of the highest ranked applications are approved. MARC maintains files for each grant year that contains a list of approved and rejected applicants. This list identifies which DBE applicants and applicants provide services to minorities. Determination of need is decided by various indicators of transit dependency and the lack of mobility including income, race, and automobile ownership. MARC tracks funding requests from the region s transit providers to ensure fair distribution of funds respective to protected groups. B. Subrecipients must have an adopted Title VI Civil Rights Act of 1964 Program including but not limited agreeing to the following agreement: 1. Subrecipient agrees for itself, its assignees, and successors in interest (hereinafter collectively referred to as Subrecipient) that Subrecipient shall comply with the regulations governing nondiscrimination in Federally-assisted programs of the USDOT, as set forth in 49 CFR, Part 21, as they may be amended from time to time and hereinafter referred to as Regulations. Regulations are hereby incorporated by reference and made a part of this Agreement. Subrecipient shall not discriminate on the grounds of race, color, or national origin in selecting and retaining subcontractors, including procurements of materials and leases of equipment. 2. Subrecipient shall not participate, either directly or indirectly, in discrimination prohibited by Section 21.5 of the Regulations, including employment practices, when the Agreement covers program finance fully or in part by FTA. 3. In all solicitations, either by competitive bidding or negotiation, made by Subrecipient for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by Subrecipient of Subrecipient s obligations under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin. 4. Subrecipient shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its accounts, books, records, other sources of information, and its facilities as may be determined by MARC, the state or the federal government to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of Subrecipient is in the exclusive possession of another who fails or refuses to furnish this information, Subrecipient shall so certify to MARC, the state or the federal government, as appropriate, and shall set forth what efforts it has made to obtain the information. 17

18 5. In the event of Subrecipient s noncompliance with the nondiscrimination provision of this Agreement, MARC shall impose such contract sanctions as it, the state, or the federal government may determine to be appropriate, including, but not limited to withholding of payments to Subrecipient under the Agreement until Subrecipient complies, and/or, cancellation, termination or suspension of the Agreement, in whole or in part. 6. Subrecipient shall include the provisions of paragraphs 2 through 6 in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. Subrecipient shall take such action with respect to any subcontract or procurement as MARC, the state or the federal government may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that, in the event Subrecipient becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, Subrecipient may request MARC, or the State to enter into such litigation to protect the interests of MARC, or the state, and, in addition, Subrecipient may request the federal government to enter into such litigation to protect the interests of the federal government. 7. Subrecipient shall comply with the applicable provisions of Executive Order of September 24, 1965, Title VI of the Civil Rights Act of 1964, and the rules, regulations, and relevant orders of the Secretary of Transportation and the Secretary of Labor. In the event of Subrecipient s non-compliance with the nondiscrimination clauses of the Agreement or with any of the rules, regulations or orders, this Agreement may be canceled, terminated or suspended, in whole or in part, and Subrecipient may be declared ineligible for further Federally-assisted contracts in accordance with procedures authorized in Executive Order of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or as otherwise provided by law. Through these stipulations and processes of passing financial assistance through to subrecipients, MARC ensures that FTA funds are allocated among subrecipients in a nondiscriminatory way, and then are used by those subrecipients in a non-discriminatory way as well. ii. Monitoring of Compliance by Subrecipients (as requested) As a direct recipient of FTA funds, MARC is responsible for monitoring the compliance of its subrecipients. MARC schedules routine meetings to provide assistance to subrecipients as needed. It also invites subrecipients to participate in training, presentations, conferences, webinars and meetings sponsored by the Kansas City Area Transportation Authority (KCATA), Kansas and Missouri departments of transportation and the FTA. iii. Title VI Program Requirements Each transportation provider must sign an assurance that they will not discriminate on the grounds of race, color or national origin, exclude from participation in, deny the benefits of, or subject to discrimination any person within the program or activity receiving federal financial assistance. This assurance is found in the 49 U.S.C and 49 U.S.C application and is part of the signed agreement between MARC and the transportation provider. MARC requires all applicants and/or subrecipients to provide information as described in FTA Circular B (as amended). In addition to requirements outlined in the circular, subrecipient must report to MARC on compliance at least once every three years of operation. Operational Guidelines FTA Circular B 18 Title VI Program 2013

19 iv. Subrecipient Requirements and Monitoring Definition of Subrecipient from FTA Master Agreement: Subrecipient means any entity that receives Federal assistance awarded by a FTA Recipient, rather than FTA directly. The term subrecipient also includes the term subgrantee, but does not include third-party contractor or third-party subcontractor. Application Process: All projects complete forms for project description/detail and budget and timeline/milestones. FTA Certifications and Assurances should be completed annually for each new federal fiscal year, which begins on October 1. Proof of acceptable A-133 audit if over $500,000 of federal funds is received on an annual basis (includes all federal sources). Construction projects/environmental requirements Categorical exclusions, State Historic Preservation Office, etc., if applicable. Revenue vehicles changes to fleet plan, if applicable. Award Process: Federal notice of award is received. Note that this must occur before all subsequent steps. MARC issues to the Subrecipient the Subrecipient Agreement that flows through FTA requirements, including: Title VI of the Civil Rights Act of Equal Employment Opportunity (EEO). Boilerplate FTA language must be included and flowed through to all levels. Disclosure Form to Report Lobbying activities(fta Form LLL). MARC staff provided Grant Administration Process oversight: Procurement rules and guidance questions to MARC. Prior approvals (as necessary and in consultation with FTA) Buy America, scope changes, etc. Rebudgeting, revision or amendment. Record keeping. Reporting financial and milestone. Other DBE reporting. Closeout. Audit. X. Questions For questions on MARC s Title VI plan and procedures, please contact the Title VI Coordinator at (816) or by at dblo@marc.org. For information on MARC s work programs or publications, visit MARC s website at 19

20 Appendix 1 MARC Title VI Assurances The HEREBY CERTIFIES THAT, as a condition of receiving federal financial assistance under the Federal Transit Act of 1964, as amended, it will ensure that: 1. No person on the basis of race, color, sex or national origin will be subjected to discrimination in the level and quality of transportation services and transit-related benefits. 2. The will compile, maintain and submit in a timely manner Title VI information required by FTA Circular (as amended) and in compliance with the Department of Transportation s Title VI regulation, 49 CFR Part The will make it known to the public that those person or persons alleging discrimination on the basis of race, color, or national origin as it relates to the provision of transportation services and transit-related benefits may file a complaint with the Federal Transit Administration and/or the U.S. Department of Transportation. The person or persons whose signature appears below are authorized to sign this assurance on behalf of the grant applicant or recipient. Dec. 4, 2013 David A. Warm, Executive Director Date 20 Title VI Program 2013